BOARD OF EDUCATION DECEMBER 7, 2015 MINUTES

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1 BOARD OF EDUCATION DECEMBER 7, 2015 MINUTES OPENING ACTIVITIES A. Call to Order The Board of Education of Morgan County School District Re-3 met in regular session on December 7, 2015, at 7:03 p.m. in the Board Room at the District Support Center with the following members present: Mr. Derek Gerken, Mr. David Keller, Mrs. Trish McClain, Mr. Todd Schneider, Mr. Loren Sharp, Dr. Melissa Smits, and Mrs. Connie Weingarten. Also present were Mr. Ron Echols, Superintendent, Mr. Ron Pflug, Assistant Superintendent Personnel; Mr. Mike Lee, CFO; Mrs. Joy Perry, Assistant Superintendent Curriculum/Assessment, and Board Secretary, Mrs. Karen Temple. B. Approval of Previous Minutes Mr. Keller made a motion to approve the minutes from the November 16, 2015 regular meeting as presented. Mr. Gerken seconded the motion. On Roll Call vote, AYE 6; NAY 0; ABSENT 0; ABSTAIN 1, Mr. Todd Schneider. Motion carried. C. Agenda Changes; Review of Table File; Approval of Agenda Mrs. McClain made a motion to approve the agenda as presented. Mr. Schneider seconded the motion. On Roll Call vote, AYE 7; NAY 0; ABSENT 0. Motion carried. SPECIAL PRESENTATIONS/RECOGNITIONS A. Clarification of FMMS Construction Project GMP Costs Mr. Mike Lee We expanded our construction agreement with Haselden a few weeks ago. In the beginning, we had some site work, site utilities, and steel work that began prior to the full GMP being calculated, so we entered into a preliminary GMP Agreement with Haselden to get these pieces moving forward in the construction process. While at the same time our construction companies were still working on the final GMP agreement with all the bids from the subs, to get us to the total price of the construction project of the entire building. $34,313,467 is the final cost written in the BEST grant, this was always going to be the total amount of the project. That amount has not changed. The amounts reported in the newspaper after the last meeting were incorrect. B. New Middle School Construction Update Mr. Dan Spykstra Dan Spykstra, Wember Inc; Greg Wegner and Nate Ainsworth with Haselden Construction; and Job Gutierrez with Wold Architects and Engineers were present to give an update on the new Middle School project. The project is still projected to be done August of 2016 at this point. They are in the structural steel mode for the whole building. They are also beginning the exterior sheathing on the exterior walls. December 7, 2015, Board of Education Minutes, Morgan County School District Re-3 Page 1 of 6

2 The FF&E (Furniture, Fixtures and Equipment) user groups will be holding meetings to determine some more final decisions on the furniture and fixtures for the building. C. Elementary Construction Project Recap Mr. Mike Lee Mr. Lee gave a recap of the summer elementary construction projects with the total bond expenditures and proceeds for the summer projects and the budget status for the new MS project, and including the HS chiller project. There were additional projects added to the total scope of the summer project, which used a majority of the bond premium of the elementary total bond sale. Mr. Lee reviewed all the vendors for the elementary projects and the total costs of the project. Along with the bond proceeds for the projects. The land/water exchange secured for the district the water rights for the new MS along with water rights for any future schools we might build at that location, along with additional cash of $273, Right now the District is sitting with about $2.1 million of bond premiums to finish the MS and to do other facility improvements for the district. We did submit 5 requests to CDE BEST in order to access the grant reserve funds. We were awarded all 5 of our requests in the amount of $1.7 million to bring the project budget full to the GMP on the cost of the new MS. So the project is right on track with the budget for the project. We are currently tracking the owner contingency reserve dollars to address any of the overruns on the project. This will be a report shared with the Board each month so the Board knows where we are on the budget for the project on a regular basis. OPPORTUNITY FOR AUDIENCE There was a large group of students from the FMHS Government class. Jeni Grubbs apologized to the Board for the mistake in her FM Times article about the GMP of the new middle school. REPORTS A. Board CASB Annual Conference Mr. Keller attended the CASB Annual Conference in Colorado Springs along with other Board members. Mr. Keller attended several sessions regarding budgeting. Two years ago there was an optimistic attitude about a buy-down of the negative factor, which did not happen. This year there was no talk about a buy-down of the negative factor, as we will probably not get any more funding for our budget from the state. There is a hospital provider fee, a fee each hospital pays into the state to help off-set the costs of emergency care. This is supposed to bed a fee so it is not effected by the Tabor Amendment, but it is really a tax. There is a push to make this tax an enterprise zone tax, so some of that money could possibly come back to the school district. December 7, 2015, Board of Education Minutes, Morgan County School District Re-3 Page 2 of 6

3 Mr. Keller would like to have more information about the district investments and about the possibility of maximizing our investments to provide more dollars to the district. Mr. Lee posts our investment analysis on the website, but it could be shared with the Board on a regular basis. Right now our investments are in a very safe and secure spot. If the district were to look at diversifying our investments, we would need someone to pay attention to those investments on a daily basis. We just don t have the staff to be able to do that task at this time. When we have the foundation up and running we might be able to hire an investment counselor to help with those investments. This year there was more of an attitude from Legislators understanding the need of the districts to be able to do their jobs. There is some discussions about moving some other state funds into the education pot to help districts and their rising costs. Dr. Smits learned a whole lot more about being a Board member and what the district needs to be responsible for in the future. Mr. Echols enjoyed some of the technology presentations. FMHS Student Representative Andrew Shoemaker stated the winter sports have begun. The semester is finishing up next week. Seniors are finishing up their college applications and beginning to work on scholarship applications. There is an educational night coming for FSFA, for any student applying for college scholarships. B. Superintendent Governor Budget Proposal There is nothing new regarding the governor budget proposal. Legion Field Update The city and the legion lawyers are still working through the filing process to dissolve the trust, by this Wednesday. We don t anticipate this to be a lengthy process to dissolve the trust. Then the district will be able to move forward with an agreement with the city for the usage and maintenance of the field complex. If the district were to buy the property outright, it would need to be a vote approval of the city. Mr. Echols is working on an estimate of the storage buildings at the complex. He will also present the estimated costs to build a new storage facility. C. Other (report information included in this packet) Ron o Deuel Street Committee The feasibility study will begin with a Charrette on December Graduate students will be talking with different community groups on Friday, then will begin some initial drawings about the possible uses of the building. There will be a wrap-up meeting with the committee and community members on Saturday December 19 th sharing the information garnered. Then, later there will be some community meetings/open houses to talk about some possible ideas. December 7, 2015, Board of Education Minutes, Morgan County School District Re-3 Page 3 of 6

4 Mike o District Finance Report October 2015 Mr. Lee reviewed the finance report. We are running just a little bit ahead of our budget for this time of year. The Food Service fund is running at a deficit at the present time because there are a lot of purchases at the beginning of the year of food supplies. The revenue will catch up to the expenditures in a few months. o Assessed Valuation The assessed valuation for our district is up a little bit, but that will be offset by the state equalization amount that we will receive so the revenue will be flat funding. Joy o None DISCUSSION ITEMS A. Policies Fourth Reading 1. ID, School Day eliminate 2. IC/ICA, School Year/School Calendar/Instruction Time 3. IC/ICA-R, School Year/School Calendar/Instruction Time No changes. B. Policy First Reading 1. GCCBA, Administrative Staff Sick Leave 2. BG, School Board Policy Process 3. BGB-R, Policy Adoption 4. BGB, Policy Adoption eliminate 5. BGD, Board Review of Regulations eliminate 6. BGF, Suspension/Repeal of Policy eliminate No changes. C. Late Start Bus Routes Mrs. Val Loose There are 6 bus routes affected; 2 leave at 5:30 am; 2 leave at 6:00 am; and 2 leave at 6:10 am. This proposal allows these 6 routes to leave a little later on bad weather days. This is a safety issue for the students and will effect 121 families. If a bus goes into the ditch, the bus just has to sit and wait since a lot of times the mechanics are out driving. We will meet with the principals on Wednesday to talk about this plan. We will need to work with the breakfast program to make sure these students can still take advantage of the breakfast program. We will notify these families through the Auto-dialer system for the when an event occurs. This is a voting item for the board. It would be good to have the input of the building Administrators. Robert Bohling, a parent in the district, suggested implementing this plan to help keep the kids safe. The extra minutes would be very helpful on bad weather days. D. FMHS Athletic League Mr. Kyle Bules December 7, 2015, Board of Education Minutes, Morgan County School District Re-3 Page 4 of 6

5 FMHS will not be moving leagues at this time. The Colorado 7 League will not be dissolving at this time and it will have the same number of teams in the league. Mr. Bules proposed a hybrid schedule for VB, Basketball and Baseball. Football will be in the Northern League, if approved by the CLOC committee in mid-december. Arvada and Conifer are being added to the Colorado 7 league. Conifer is a long drive to compete. There is no longer a Colorado 7 football league. CONSENT AGENDA A. Personnel Actions B. Claims and Accounts Mr. Gerken made a motion to approve the consent agenda as presented. Mr. Schneider seconded the motion. On Roll Call vote, AYE 7; NAY 0; ABSENT 0. Motion carried ACTION ITEMS A. Consideration to Approve FMHS Football Team Overnight Trip Mr. Keller made a motion to approve the overnight trip for the football team as presented. Dr. Smits seconded the motion. On Roll Call vote, AYE 7; NAY 0; ABSENT 0. Motion carried. B. Consideration to Approve FMHS Registration Guide Update Mr. Sharp made a motion to approve the update to the Registration Guide as presented. Mrs. McClain seconded the motion. The idea for this additional class was proposed by Mr. Chisum. The whole PE department has 7 th period free and this would implement the curriculum the high school purchased last year and gives the athletes another opportunity for a class. On Roll Call vote, AYE 7; NAY 0; ABSENT 0. Motion carried. C. Consideration to Approve FBLA Officer Retreat Overnight Trip Mr. Keller made a motion to approve the trip for the FBLA Officer Retreat as presented. Mr. Gerken seconded the motion. On Roll Call vote, AYE 7; NAY 0; ABSENT 0. Motion carried. D. Consideration to Approve Haselden GMP Amendment Letter Mrs. McClain made a motion to approve the GMP Amendment letter for Haselden Construction, Inc. as presented. Mr. Sharp seconded the motion. On Roll Call vote, AYE 7; NAY 0; ABSENT 0. Motion carried. E. Consideration to Approve Textbook Purchase Dr. Smits made a motion to approve the textbook purchase as presented. Mr. Schneider seconded the motion. On Roll Call vote, AYE 7; NAY 0; ABSENT 0. Motion carried. INFORMATION ITEMS A. Monthly Reports Sherman Early Childhood Center Columbine Elementary Pioneer Elementary Baker Central December 7, 2015, Board of Education Minutes, Morgan County School District Re-3 Page 5 of 6

6 FMMS B. Newsletters Sherman Early Childhood Center Pioneer Elementary Baker Central C. Thank you Note ADVANCED PLANNING A. Next Regular Meeting January 4, :00 pm DSC B. Special Meeting December 15, :00 am - DSC C. DAC December 10, :30 pm DSC D. Christmas Lunch December 17, :30 am, Baker E. DSC Closed December 24 & 25, 2015 Christmas Break F. NSBA Conference April 9-11, 2016, Boston, MA ADJOURNMENT The regular meeting adjourned at 8:50 p.m. Respectfully submitted, Karen Temple, Secretary Connie Weingarten, Board President December 7, 2015, Board of Education Minutes, Morgan County School District Re-3 Page 6 of 6